Streamlining the ediscovery

Streamlining the eDiscovery 

Response Process

Response Process

Dean Gonsowski, Esq. – Sr. eDiscovery Counsel

Today’s Speaker

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Dean Gonsowski Esq – Sr eDiscovery Counsel

Mr. Gonsowski is the Sr. eDiscovery Counsel at Symantec.  He is a member of 

The Sedona Conference Working Group on Electronic Document Retention 

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Dean Gonsowski, Esq. – Sr. eDiscovery Counsel 

and Production (WG1), the Electronic Discovery Reference Model (EDRM) 

and teaches a series of continuing legal education (CLE) courses on various 

e‐discovery topics. 

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He has contributed articles to a number of leading industry publications 

including: Business Week, Corporate Counsel, ILTA Peer to Peer, Inside 

Counsel and the Legal Tech Newsletter.

Agenda

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The Information Governance Imperative

1

Incremental Improvement

2

A Federal Case Study

3

Clearwell & Symantec – Better Together

4

Top Challenges: Information Governance

The Electronic Discovery Reference Model (EDRM)

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E‐Discovery Timeline

_{E‐Discovery Timeline}

Information Governance, simply put:

Retain, secure and analyze data to 

deliver a common view across 

business, legal and IT and enable 

organizations to balance information 

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control and freedom.

Information Governance Survey Results

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How much do you associate each of the following activities with the concept 

of information governance?

–

Email/Records retention (82%)

–

Email/Records retention (82%)

–

Data storage (82%)

–

Data security & privacy (80%)

–

Compliance (78%)

–

eDiscovery (74%)

How associated with information governance are each of the following 

departments within your organization?

departments within your organization?

–

Legal (75%)

–

Compliance (75%)

–

Records Management (71%)

IT (68%)

–

IT (68%)

–

Other (55%)

Agenda

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The Information Governance Imperative

1

Incremental Improvement

2

A Federal Case Study

3

Clearwell & Symantec – Better Together

4

A Drastic Improvement Over The Current Process

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Current Process

_{Information Intelligence}

_{Information Intelligence}

Symantec 

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7 to 12 weeks

8 to 10 different logins and systems

2 days

2 logins and systems

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No link between 

eDiscovery and Data Security

Manual tracking

One‐click link between

eDiscovery and Data Security

Automated tracking

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Ad‐hoc communication 

across organizations 

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Single common platform

across organizations

eDiscovery Maturity Model

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Any InfoGov Solution Must Meet Fundamental 

Requirements

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• Who owns the data? 

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Data Intelligence

_{• Where is the data?} 

Data Intelligence

• On‐premise and Cloud

Data Products should

• On‐premise and Cloud

• Retention and Discovery and Security

Data Products should 

work together

• Shorten/automate workflow

• Audit/track automatically

Streamline Processes

• Show success/ROI immediately

• Add capabilities over time

Solve InfoGov

Incrementally

Agenda

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The Information Governance Imperative

1

Incremental Improvement

2

A Federal Case Study

3

Clearwell & Symantec – Better Together

4

Case Study: US Government Department

Workflow

• Agency Profile: 

–

100,000+ employees

–

16,000+ FOIA requests each year

–

Growing backlog of unresolved requests

Process 

Request

Collect Data

Search

Review and 

Redact

Produce and 

Close

Receive request Visibility into data  Deduplicate data  _{Perform redaction Multiple} Process and assign  to FOIA analyst Determine if  delinquent on  FOIA request volume for cost  estimation Collect from  Exchange,  OpenText archive,  Sh P i t Perform targeted  keyword searches Single search  interface for over  400 file types Perform redaction of personally  identifiable  information Capture exemption  codes Multiple  production options  including redacted  TIFF/PDF Treatment of  metadata FOIA request  payments SharePoint Filter to only  relevant  information 400 file types  including PST/NSF 

email Generate an index _{that can be used}  as a Vaughn index

Case Study: US Government Department 

Results

Average Search Time

Per FOIA Request

2 hours 41 minutes

Before Clearwell

Average Efficiency Gain with 

Clearwell:

1 hour 2 minutes

61 percent

After

Clearwell

61 percent

Case Study: US Government Department

Results

• More than 50% improvement in time to complete a FOIA 

response

• Reduced FOIA backlog by 80%

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2008

2009

2010

An integrated approach to information governance

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Classify information 

for retention, 

supervisory review

Common 

policies for 

attorney‐client

Search backups 

and archive, 

and apply legal

Identify potential 

custodians for 

eDiscovery based

Classify files for 

use in eDiscovery 

collection

Use technology 

assisted review 

results for

supervisory review, 

and discovery

attorney client 

privileged 

information to 

prevent data 

loss and for 

retention

and apply legal 

holds at the 

file‐level for 

eDiscovery

eDiscovery based 

on file usage data

collection

results for 

future data 

classification

retention

For more information…

VISIT OUR BLOG

VISIT OUR BLOG

www.clearwellsystems.com/e‐discovery‐

blog

www.clearwellsystems.com/e‐discovery‐

blog

eDISCOVERY PRODUCTS AND SOLUTIONS

www.clearwellsystems.com/electronic‐discovery‐Products/index.php

eDISCOVERY PRODUCTS AND SOLUTIONS

www.clearwellsystems.com/electronic‐discovery‐Products/index.php

Thank you!

Thank you!

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